SharePoint libraries are essential components of Microsoft's SharePoint platform, designed to facilitate document management, collaboration, and organization within teams and organizations. A library is a location on a SharePoint site where users can upload, create, update, and collaborate on files with team members. Each library displays a list of files and key information about them, such as who created or last modified a file. This makes it easier to organize and locate content efficiently.

The primary type, known as a document library, provides a secure place to store files where co-workers can access them from any device at any time, enabling seamless collaboration on projects or client-related materials.

Libraries support features like dragging and dropping files, adding metadata, and restricting access, making them more versatile than simple file storage solutions like OneDrive for individual use.

SharePoint libraries are available across various versions, including SharePoint in Microsoft 365, SharePoint Server Subscription Edition, SharePoint Server 2019, and earlier editions like SharePoint Server 2016. Some features may vary between modern and classic experiences, with certain advanced options only available in the classic view.

Types of Libraries

SharePoint offers several specialized library types to cater to different content needs beyond standard documents. These include:

• Document Library: The most common type, used for storing and managing general files like Word documents, spreadsheets, and PDFs. It supports co-authoring, versioning, and metadata for enhanced organization.

• Asset Library: Designed for sharing and managing digital media assets such as images, audio, and video files. It provides preview thumbnails and metadata tailored for media content.

• Picture Library: Similar to asset libraries but focused on images, with features for slideshow views and easy uploading from devices (note: this is more prominent in classic SharePoint experiences).

• Form Library: Used to manage XML-based business forms, such as those created with InfoPath (though InfoPath support is being phased out in newer versions).

• Wiki Page Library: For creating interconnected wiki pages that allow easy linking and knowledge sharing within a site.

• Dashboard Library: To store and organize dashboards, reports, and performance metrics, often integrated with tools like Power BI.

• Data Connection Library: Stores data connection files that can be shared across sites for consistent access to external data sources.

• Report Library: Specifically for managing reports, such as those from SQL Server Reporting Services.

The choice of library type depends on the content and workflow requirements. For instance, media-heavy teams might prefer asset libraries, while knowledge bases could use wiki page libraries.

Creating a Library

To create a document library in SharePoint Online or SharePoint Server 2019:

1. Navigate to the team site where you want to add the library.

2. On the menu bar, select New > Document library.

3. In the dialog box, choose to start with a blank library, from an existing one, or using a template.

4. Enter a Name and optional Description to help users identify the library.

5. Select Create.

Site owners or administrators can create libraries, with a limit of 2,000 lists and libraries per site collection. Exceeding this may result in errors due to list view thresholds.

For other library types, the process is similar select the appropriate app from the New menu or site contents page. In SharePoint Server 2016 or Subscription Edition, steps may vary slightly, often requiring access through site settings or the classic interface.

Key Features

SharePoint libraries come with robust features to enhance productivity:

• Uploading and Creating Content: Upload files or folders directly, or create new documents, folders, or links. Supported document types depend on site permissions and setup.

• Versioning and History: Automatically track changes with version history, allowing users to restore previous versions.

• Metadata and Columns: Add custom columns for metadata (e.g., status, department) to categorize files without folders. Column types include text, choice, date, and more.

• Views: Switch between List, Compact, or Tiles views for different display options. Create custom views to filter, sort, or group items based on metadata.

• Syncing: Use the OneDrive sync app to access files offline and sync changes back to the library.

• Alerts and Notifications: Set up alerts for changes to files or folders.

• Large-Scale Support: Libraries can hold up to 30 million items, though performance may slow with very large lists.

  
  

Advanced features in SharePoint Server include policies for auditing, retention, and barcodes, which are not available in SharePoint Foundation.

Organizing and Managing Content

Effective organization is key to library usability. Use folders for hierarchical structure, but prefer metadata and views for flatter, more flexible organization to avoid deep nesting. Pin important files to the top for quick access.

Manage content through the information pane, which shows details like properties, activity, and sharing status. For large libraries, plan for site collections, subsites, and content types to enforce consistency in metadata, templates, and workflows.

Document management involves planning content lifecycles, including creation, review, approval, and disposition. Use content types to standardize document properties and associate workflows for automation, such as approval processes.